Fleet Specialist

Lighthouse Electric Co.•Canonsburg, PA

4d•Hybrid

About The Position

Lighthouse Electric is seeking an experienced Fleet Specialist to manage the day-to-day administration of our vehicle and equipment fleet. This role assists with fleet asset tracking, title and registration processing, and DOT compliance, ensuring our fleet stays accurately documented, properly licensed, and fully compliant with federal and state regulations. The Fleet Specialist reports to the Fleet Manager and works closely with operations, safety, and procurement teams to keep the fleet running smoothly and in good standing.

Requirements

Hands-on experience with vehicle title and registration processing across multiple states.
Working knowledge of DOT/FMCSA compliance requirements (driver qualification files, inspections, IFTA/IRP).
Strong organizational skills with high attention to detail and accuracy in recordkeeping.
Proficiency with fleet management software and Microsoft Office (Excel in particular).
Ability to manage multiple deadlines and prioritize competing renewal/compliance dates.
Strong communication skills for coordinating with DMV offices, vendors, and internal teams.
High school diploma or equivalent required

Nice To Haves

associate's degree or relevant certification a plus

Responsibilities

Maintain accurate, up-to-date records for all fleet vehicles and equipment, including acquisition, assignment, maintenance history, and disposal.
Manage fleet data within the fleet management system, ensuring records are complete and audit-ready.
Coordinate with Fleet Manager and Supply Chain Director on new vehicle/equipment additions and decommissions.
Manage auxiliary fleet related programs – fuel cards, telematics, EZ-Pass.
File and monitor vehicle accident claims.
Generate regular reports on fleet inventory, utilization, and asset status for leadership.
Process title, registration, and renewal paperwork for all fleet vehicles across applicable states.
Track registration and title expiration dates and proactively initiate renewals to avoid lapses.
Maintain organized, accurate title and registration files for audit and compliance purposes.
Coordinate with state DMV/title agencies and third-party registration services as needed.
Resolve title discrepancies, liens, and documentation issues in a timely manner.
Maintain compliance with FMCSA and DOT regulations, including driver qualification files, vehicle inspection records, and hours-of-service documentation.
Schedule and track required DOT inspections, annual vehicle inspections, and maintenance intervals.
Monitor IFTA/IRP reporting requirements and support timely, accurate filings.
Maintain audit-ready compliance files and support internal and external DOT audits.
Stay current on changes to DOT, FMCSA, and state regulations and update internal processes accordingly.